Table of Contents

Release Highlights

RCM Enhancements

Implement Payment Management Functionality in Appointment Calendar

What's New: We've added payment management functionality directly within the calendar appointment. This new feature allows clinic staff, such as receptionists or check-out personnel, to view and manage patient billing information—including copays and recent payments—as well as collect payments within the calendar appointment.

Why it Matters: This functionality is crucial for clinic staff who need quick access to billing information during appointments and the ability to collect copays or other amounts. Integrating payment management into the appointment calendar streamlines the billing process and improves efficiency during patient interactions.

Who it's For: This feature is designed for all clinic staff involved in managing patient appointments and payments, including receptionists and check-out personnel. Note: Viewing and allocating payments in "Billing > Manage EOBs" remains restricted to billers.

How to Use:

1. Access the Payments Tab: Within the calendar session, a new tab labeled "Payments" is introduced. This tab can be accessed when editing a calendar session or by clicking the new “$” icon that automatically opens it.

   
   

2. View Payment Details: The Payments tab displays the patient name/MRI and below you'll find a table titled "Payments Collected Today" with the following columns:

   • Remit ID

   • Method (Card, Check, Cash)

   • Amount

   • Print Receipt icon

     

3. View Copay Information: To the right of the patient's name and MRI, the Copay is displayed.

   • The "Copay" values are retrieved from the primary insurance's co-payment field in the patient’s Termed Insurance section (Patient Chart > Menu > Primary Insurance).

     

4. Take Payment: Directly to the right of the Copay amount, there is a "Take Payment" button with a dropdown that offers payment options: Credit Card, Credit Card (external), Cash, and Check.

   

   • Upon selecting a payment option, a pop-up is triggered with fields related to the payment type chosen.

   • After processing the payment, the transaction is displayed in the "Payments Collected Today" table and is also available in "Manage EOBs."

5. View Insurance Info: An “i” icon next to the patient name allows users to hover over and view the patient's primary and, if applicable, the primary carveout insurance information stored in Termed Insurance.

   

Notification of Authorization Overlaps Without Blocking Workflow

What's New: We've introduced a feature that notifies users when they enter an authorization that overlaps with an existing one. This notification serves as an informative alert, allowing users to make informed decisions without preventing the overlapping authorization from being entered.

Why it Matters: This enhancement helps users avoid potential duplications and ensures they are aware of any overlapping authorizations while still allowing them to proceed if intentional.

Who it's For: This feature is ideal for Utilization Review (UR) teams and other healthcare professionals who manage patient authorizations, ensuring they can efficiently handle potential overlaps.

How to Use: When entering a new authorization, the system will automatically detect any time overlaps with existing authorizations for the same patient. If an overlap is detected, a warning message will appear. After acknowledgment, they can either modify the authorization to resolve the overlap or proceed with saving it as is, knowing the overlap exists.

Dynamic Payments Reconciliation Report

What's New: We've introduced a new Payments Reconciliation Report specifically for customers using our financials product. This report allows users to generate a Payments Report based on the "Last Updated Date" for payments, ensuring accurate reconciliation with journal close periods. The report includes detailed transaction information and an option to export the data in CSV format for further analysis and record-keeping.

Why it Matters: This feature is crucial for customers who need to reconcile their financial journal close periods accurately. By focusing on the "Last Updated Date," users can ensure their financial reporting reflects all recent transaction activities within the specified period, avoiding discrepancies and facilitating precise financial management.

Who it's For: This report is designed for users of our financials product who require accurate reconciliation of payments during their period closes. It's particularly useful for financial teams and professionals responsible for maintaining accurate financial records.

How to Use:

1. Navigate to Financials > Reconcile Payments: Go to the Financials section and select "Reconcile Payments."

2. Choose the Billing Facility: Select the appropriate billing facility for which you want to generate the report.

3. Select a Date Range: Choose a date range that includes updates from the start date to the end date. For example, to reconcile the month of April, set the start date to April 1 and the end date to April 30.

4. Generate the Report: Click the Play button to reveal the fields you can select. The report includes fields such as:

   • Credit Card Transaction ID

   • Check Number

   • Interest Amount

   • Patient Name

   • Payment From

   • Payment Plan Name

   • Payment ID

   • Payment Date

   • Card Charged Amount

   • Other Reference Number

   • Payment Amount

   • Comments

   • Insurance Provider ID

   • Allocated Amount

   • Billing Facility ID

   • Deposit Date

   • Payment Type

   • Patient ID

   • Billing Facility Name

   • Payer Name

   • Payment Plan ID

   • Payment Type Description (e.g., ACH)

5. Export CSV: Use the export option to save the Payments Reconciliation Report in CSV format for easy data manipulation and integration with other financial tools or spreadsheets.

6. Example: If a payment was $150 on April 5 and changed to $160 on April 10, and the date range for the report is April 1 - 30, the "Payment Amount" field will show $160. This applies to all fields, reflecting the most recent updates within the selected period.

CRM Enhancements

Intake Appointments - Set Custom Duration

What's New: Sunwave now allows users to set a custom duration for their scheduled intake appoints, allowing facilities to set the duration of a standard intake appointment on the calendar.

Why it Matters: This customization allows facilities to better schedule intake and admission appointments ensuring patients and staff have enough time to fill out all necessary paperwork, weather it take an average of 30 minuets or 2 hours.

Who it's For: This enhancement is for any Sunwave client who utilizes the Intake Calendar but should help organizations with very long or very short intake processes the most.

How to Use: Using the left menu, navigate to Practice Set-Up → Facilities. Select the serivce facility you want to set the appointment duration for. Locate a new option titled “Intake Appointment Duration”. Utilize this field to define how long the service facilities intake appointments should be in minutes by default. This field accepts numbers between 1 and 1440 (the number of minuets in a day). A blank value will utilize the system default setting of 20 minuets.

Referral Source Contacts - Set Active or Inactive

What's New: SunwaveCRM now allows Referral Source Contacts to be set to inactive.

Why it Matters: Referral Source Contacts can change jobs or exit the industry, resulting in them no longer sending in referrals or patients. Inactivating referral source contacts allows SunwaveCRM users to keep a tidy list of active contacts to credit while removing those who are no longer in the industry.

Who it's For: This enhancement is business development, admissions and general CRM users who interact with Referral Sources and their contacts.

How to Use: Inactivating a referral source contact can be performed from the referral contacts list or on the referral source contact itself. Navigate through Referral Sources → Select a Referral Source. Scroll to the bottom of the screen and view the trash can icon to the right of your referral source contacts.

Inactive Contacts will not be shown when crediting leads, opportunities or patients.

Selecting this icon will prompt the user to inactive the contact. Similar functionality is contained on the Referral Source Contact Detailed screen

Note: Activation and Inactivation will be logged on the contact timeline for traceability

Referral Source Contacts - Auto-Associate Contacts to Activity

What's New: SunwaveCRM now automatically associates a contact to an activity when logging from the contact timeline

Why it Matters: Creating and recording tasks and activities are high frequency, high value activities for business development reps in Sunwave, this saves several clicks for those users using Sunwave for activity tracking.

Who it's For: This enhancement is business development and admissions representatives.

How to Use: Navigate to a referral source and scroll down to select a referral source contact. Utilize the blue menu to log an activity. This activity will be associated to the contacts timeline.

Extend Click-To-Dial Functionality to Detailed Leads & Opportunities View

What's New: Sunwave CRM now offers click to dial functionality within the detailed Lead and Opportunity screen, pushing the phone number to the CTM softphone.

Why it Matters: This enhancement allows users to click to dial from within the lead or opportunity while updating the record or using the timeline.

Who it's For: This enhancement is business development, admissions reps and anyone who uses leads or prospects with a CTM integration.

How to Use: Navigate to CRM → Leads or Opportunities and open one. Locate the phone icons as seen below.

Referral Attempts Made Report Now Exportable

What's New: SunwaveCRM now allows the Referral Attempts report to be exportable via CSV

Why it Matters: Referral Attempts Made track the outbound placement attempts of staff to place patients throughout the referral network allowing those interested to review in aggregate where they are attempting to send clients.

Who it's For: This enhancement is business development, case managers, administrators, clinical directors and therapists.

How to Use: Navigate to CRM → Referral Attempts Report and locate the Export CSV button.

EMR Enhancements

Case Load - Unsigned Forms - Delete From Queue

What's New: Sunwave has surfaced the delete button in the Unsigned Forms Queue.

Why it Matters: Surfacing the delete button into the Unsigned Forms Review window allows users to quickly move through unsigned forms and delete them.

Who it's For: This enhancement is for any user who charts in Sunwave and utilizes Unsigned Forms.

How to Use: Navigate to Case Load → Unsigned Forms and click the form service date of the document you are reviewing. Within the form review window, locate the Delete Form button in the top right of the form.

Note: This is not an expansion of the delete permission. Only users permitted to delete forms will see this button.

Current Medications - Allow Zero Quantity

What's New: Sunwave now allows facilities to record a zero quantity of medications when a patient presents without medication on hand.

Why it Matters: Permitting a zero quantity count of medications allows a facility to accurately record what a patient has been taking without requiring the medication be on hand.

Who it's For: This enhancement is for anyone who assists with recording the medications a patient presents with.

How to Use: This functionality is part of the Current Medications form component often found on the Medications Bought in by Patient form. No user action is required to make use of this.

Medications Reports - Add Expired Medication Bubble

What's New: Sunwave now provides the expiration date for medication orders in the Medications Report.

Why it Matters: This enhancement allows users to easily review a list of order expiration dates.

Who it's For: This enhancement is for techs, nurses and other users who may order medications or interact with a pharmacy.

How to Use: Navigate to Reports → Medications Reports and locate the “Expiration Date” bubble. Drag this bubble to the right

Team Queues - Change Ownership

What's New: Sunwave now allows Admins to easily change ownership of active and inactive queues

Why it Matters: This enhancement allows admins more control over who owns and sees queues in Sunwave.

Who it's For: This enhancement is for admins to manage queues, but will benefit any user who uses queues to perform work.

How to Use: As an admin, select “Waves” from the left hand nav menu and locate the “Change” button next to My Collaboration Teams.

Inactive Queues are highlighted in red. Click the small user button to the left of the X to open the management menu for that queue.

Ownership can be assigned to any queue member by utilizing the checkbox next to their name.

All Tickets Summary